Smartdoc
Smartdoc Document Management & Automation
Central archiving
Smartdoc stores all document-related information digitally in one place. Every part of the organisation can use Smartdoc to store scans, e-mail traffic or digital documents.
Smartdoc archives:
- the original version
- the integral content
- the standard metadata
- all traceable manipulations of a document
- your files directly from all Office applications
Discover how document management can simplify your professional life
A well-organised digital working environment is essential for storing and finding the information you need. In this white paper, we explain what document management is and how your business can benefit from it.
Fast search
In its simplest version, Smartdoc is an application with 2 icons with the aim of quickly archiving and retrieving documents. By default, Smartdoc can be used as an internal search engine on all own documents. Actions are stored and can be consulted. Searching is lightning fast and the search results can be refined or ordered.
Employees gain 1 hour of search time per day
Central management
An efficient working environment is created in which all information is centrally managed. Each employee has easy access to all the information he or she needs to work.
How?
Documents can be indexed manually or automatically. Indexes can be “plucked” from a document or filled in automatically using data from other applications.
Every photo, scan, or attachment of an old mail can be made fully searchable by means of a smart algorithm.
Document actions can be configured to eliminate manual interventions and automate time-consuming actions.
It is possible to create new versions of existing documents through an easy check out/check in process. Smartdoc registers all actions so that you always have an overview.
With the intuitive Smartdoc interface, all users can easily be set up for intensive use of the solution. Since we work with a central archive, all employees have access to the information they need to do their daily job.
Automation
Through automatic recognition of content or key words, Smartdoc automatically links documents to the correct process. By automating tasks, Smartdoc can drastically reduce the risk of errors. The time spent on administrative tasks can be reduced and employees become more productive.
By recording the business processes as a workflow in Smartdoc, you ensure that your information flows are uniform, efficient and mostly automated
With a digital workflow, tasks can be handled, rejected, approved, delegated and transferred. You can apply workflows to a document, a relation, a person, a file and a project.
How?
Recurring operations and processes can be effortlessly automated in the system.
Recurring document flows can be automated by a combination of document recognition and automated workflows.
Smartdoc allows the implementation of “rules”. Database fields can be compared and can generate notifications, start workflows or trigger a fully automated process.
Save time with document automation
Learn how to reduce the amount of manual work by automating repetitive tasks. Document automation is the new document management.
Document automation is used by Smartdoc customers for insurance files, quality reports, HR documents, photo material, email, contracts, checklists, etc.
Invoice recognition
Thanks to the invoice recognition tool Smartfin, the financial information from the incoming invoices can be read and forwarded to the accounting package. This is done according to the European standard (www.ubl.be) which is accepted by most accounting packages.
How?
Workflow automation
Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.
UBL creation
Smartdoc can transform any invoice into an UBL (UBL 2.1 or 2.0), XML or CSV format which can be read by most ERP and accountancy applications.
Audit support
Smartdoc keeps the documents in accordance with VAT legislation. In this way you create a legal and auditable archive. In addition, all actions on the documents are stored and it is possible to set a storage period and final destination. Read more on our blog.
Automated pre-booking
With the Smartfin Module, Smartdoc can automatically process all scanned and digital invoices. Header information such as amount, VAT, dates and VAT numbers are recognized automatically and controlled. The invoice information can be send to the erp or accountancy solution.
Legal Archiving, Governance,
Risk & Compliancy (GRC), GDPR (AVG)
Smartdoc is the perfect support for any ISO documentation or GDPR implementation. Smartdoc allows documents to be linked to a security, lifecycle, end destination and privacy level. Moreover, an audit trail is kept of all actions.
How?
Document tracking
Smartdoc tracks and logs every action on any document. This way, the administrator can always have a complete overview of all actions in the database. Document tracking is an essential part of any GDPR implementation.
Integrity
Integrity is maintained at all times and documents remain unchanged. This also guarantees the legal contradictory nature of the stored information. Only a new version of records can be made.
Version management
Smartdoc makes it easy to create new versions of existing documents through an easy check out/check in process.
Smartdoc OCR
Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.
Lifecycle management
Smartdoc allows to set up lifecycle management for any kind of document to comply with GDPR regulations. Archiving dates are automatically retrieved and can be connected with an expiration date, a period, an archive destination and a sensitivity.
How to handle documents in times of data protection?
In this white paper you will learn how your document management platform can comply with the AVG (General Data Protection Regulation).
Process Automation
What?
The automation of processes means that the various actions that apply to a document are accompanied by the application. This may include additions, notifications, tasks, approvals, etc.
How?
The process automation suggests the next step in the process each time. Smartdoc offers drop-down menus, makes certain fields mandatory and indicates which information is missing or needs to be completed.
Why?
By automating processes within Smartdoc, the daily routine around documents becomes more manageable and efficient. Information is always indexed in the same way and errors can be avoided.
Functional
Workflow and permissions
Smartdoc supports the setting up of workflows and approval procedures with different authorization levels. Within the workflow the security settings of documents can be changed. Sensitive documents can be protected from (groups of) users.
Smartdoc OCR
Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.
Business process management (BPM)
Companies working in different time zones or locations can benefit from automated workflows that are easy to set up. Most optimizations have an enormous impact on cost cutting and revenue generation.
Workflow automation
Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.
